Catalyzing Operational Excellence with ERPNext for CMS

About Catalyst Management Services

Catalyst Management Services (CMS) is a mission-driven organization dedicated to sustainable impact through livelihood enhancement, climate resilience, and MSME business support. With a vast reach, including 500,000+ MSMEs and 70,000+ direct beneficiaries, CMS required a scalable and robust system to manage its operations efficiently. Their transition from manual, fragmented workflows to a streamlined ERPNext system highlights the power of digital transformation in operational excellence.

Challenges Before ERPNext

Before adopting ERPNext, CMS faced significant challenges that hindered efficiency and growth:

Challenge	Impact on CMS
60,000+ records in Google Sheets	Data loading was slow; tracking or assigning leads effectively was hard.
Duplicate entries & fragmented info	No system to prevent or detect duplicates.
Lack of a Customer Portal	Clients couldn't check service status, submit documents, or collaborate digitally.
No centralized workflow	Lead assignment and tracking were manual and inconsistent.
No integration with key platforms	WhatsApp, Gmail, CC Avenue payments were managed separately.

Our Implementation Approach

Recognizing the need for a comprehensive solution, CMS partnered with FOSS ERP to implement ERPNext, an open-source ERP system known for its adaptability, affordability, and scalability.

1. Custom DocTypes & Data Architecture

• Designed custom, interlinked DocTypes for Service Category, Subcategory, and Service Names to reflect the real-world structure of CMS’s offerings.

• Implemented field-level dependencies to dynamically assign Advisors and Support Executives based on service selection and location.

2. Lead Automation Engine

• Developed an automated engine to assign leads region-wise and route them to the appropriate Sales Head, Advisor, or Support Executive using filters.

• Created custom filters and views to enhance efficiency and minimize lead leakage.

3. Massive Data Import

• Imported over 25,000+ legacy records with cleaning and mapping logic to handle issues like case mismatches, special characters, and whitespace.

• Resolved import errors through extensive data validation scripts and normalization processes.

4. Workflow + UI Enhancements

• Set up custom workflows to transition leads from Lead → Opportunity → Quotation → Sales Order → Project & Task.

• Enabled event calendars and reminders for employees to manage daily activities efficiently.

5. Customer Portal

• Built a full-fledged Customer Portal with individual logins for clients.

• Customers can:

       - View the services they’ve applied for
  
       - Upload documents via integrated webforms
  
       - Track their project or service progress
  

6. Integrated Communications

• Integrated Gmail and WhatsApp using third-party connectors for real-time communication tracking.

• Enabled internal comments and notes sections for lead collaboration.

7. Payment Automation

• Integrated CC Avenue into the system so that clients can make payments online instead of relying on manual links.

Key Customizations & Enhancements

• Smart Lead Management – Automated duplicate record detection and region-based lead assignment to ensure leads reach the right teams instantly.

• Role-Based Access Control – Defined permissions for Advisors, Sales Executives, and Support Teams to ensure data security and structured workflows.

• Geo-Targeted Lead Distribution – Leads are automatically assigned to regional heads based on customer location, optimizing sales efficiency.

• Advanced Dashboards & Reporting – Custom dashboards, number cards, and saved filters provide real-time insights for faster decision-making.

• Seamless File Management – Customers can upload documents via Google Drive and web forms, ensuring smooth service processing.

• Project & Task Automation – Pre-built templates auto-create projects and tasks upon lead conversion, eliminating manual work.

• Tax Calculation Engine – Location-based tax templates ensure accurate tax application for in-state and out-of-state transactions.

The Measurable Impact of ERPNext

The implementation of ERPNext significantly improved CMS’s operational efficiency. The following metrics showcase the transformation:

Metric	Before ERPNext	After ERPNext
Lead Response Time	4-5 days (manual)	Same-Day Assignment via Auto-routing
Data Duplication Issues	Frequent (Excel errors)	Eliminated (ERPNext)
Communication	Manual & Fragmented	Gmail + WhatsApp Integrated
Customer Service Accessibility	No self-service	24/7 Customer Portal with Webforms
Service Handling	Multiple sheets per service	Unified interface with structured templates

Testimonial from CMS

“We’re really happy with the ERPNext system that FOSS ERP developed for us. They took the time to understand our social business and built a solution that fits our needs perfectly. The system has made it so much easier for us to manage data, track progress, and stay organized. Their team was supportive throughout the process, always ready to answer questions and make adjustments. We truly appreciate their hard work and dedication, and we’d gladly recommend them to anyone looking for a reliable ERP solution”
— Amarnath Sharma, Catalyst Management Services

Conclusion

With FOSS ERP’s tailored ERPNext implementation, Catalyst Management Services transitioned from scattered spreadsheets and manual coordination to a streamlined, intelligent, and scalable ERP platform. The solution not only improved efficiency but also empowered CMS to scale its mission and impact.